Recruiting Committee Members
Recruiting Committee Members
- Original Membership as of September 2004
- Elders on Committees
- Recruitment of New Committee Members
- Annual Recruitment Timelines
- February Annual Meeting
- Review the steps for becoming a committee member.
- March/April Committee Meetings
- Committees determine the number of new members required for the upcoming year.
- April/May Church Bulletins
- Ads will run to encourage potential members to comeforward.
- May Chairs' Meeting
- Discuss membership on all committees; finalize a membership recommendation for Session.
- June Session Meeting
- Approve committee memberships for the upcoming year.
- Christian Nurture (Karin Cowan)
- Worship/Music; Greeters/Ushers; Pastoral Care; Library
- Discipleship (Gord Pollard)
- Small Groups; Prayer Ministries; Electronic Ministries; Communications
- Outreach ()
- Young Families & Youth; Fellowship Support; Evangelism; Men's & Women's Ministries; Fellowship Events, Friendship Suppers
- Property (Ray Bauman)
- Custodial & Maintenance; Physical Facilities; Kitchens; Decorating.
- Liaison with Trustees
- Missions ()
- St. Andrew's link between the congregation and the missions we support.
- Finance (Karin Cowan)
- Financial Reports; Offerings; annual Budget Presentation; Audits
- February Annual Meeting
Original Membership as of September 2004
For September 2004 under the new restructuring which integrated the work of managers and elders, those who had been elected by the congregation to the Board of Managers and those who were serving on the Session were surveyed regarding their wishes for serving on the six committees and were assigned to the committees of their choice to the degree possible. It was hoped that they would serve on committees for a minimum number of years comparable to their elected terms as managers unless individuals specifically requested shorter terms. After three years, the terms of all Managerswill have expired; however, as their terms are completed, these individuals may wish to continue serving under the new appointment system of membership on committees. These experienced leaders will have gained considerable knowledge and accumulated wisdom from their work in the various aspects of church ministry, and their continued participation would be most welcome. Some of the 6 committees also recruited other individuals from the congregation as committee members to broaden the range of expertise available to implement the mandate of the committee.
Top of PageElders on Committees
Each elder is appointed to at least one of the six church committees. The Session appoints/confirms the chairs of all committees and subcommittees. The 6 main committees of Session are chaired by elders.
Mandates of the 6 Main Committees of Session (and inaugural Chairs)
Top of PageRecruitment of New Committee Members
No later than September of each year, the Session will confirm the membership of each committee for the upcoming year (September ? ¬ August).
Coordination is important in the process of selecting committee members so that the God-given talents/interests of church members and adherents are matched to committee mandates. So that no individuals are caught up in the recruitment process, whereby they have two or more committees trying to recruit them at the same time, and so that nobody in the congregation is in danger of burnout from taking on too much all at once, the Session will be allocating responsibilities with great sensitivity.
Session has appointed on coordinating elder to be responsible for collecting and collating input from chairs and committees in regards to recommendations for committee appointments, and for preparing final proposals on committee appointments for the consideration of the Session.
Where subcommittees are in place, the responsible committee chair and the subcommittee chair (if this is a different person) will consult on the appointments of members to subcommittees with the coordinating elder designated by Session, and they will seek the final approval of the Session.
Membership on ad hoc committees will be determined by the Session and/or the chair of the responsible committee. Session will always have the authority to make final decisions on the membership of any committee should Session determine that such intervention is in the best interests of the ministry.
Top of PageAnnual Recruitment Timelines
N.B.Nothing in the timeline above precludes the Session from making membership appointments as needed at any time during the church year.
St. Andrew's Presbyterian Church, Parry Sound, Ontario
Copyright © 2006 St. Andrew's Electronic Ministries.
All rights reserved.
Revised: Revised July 14, 2006.
Session Records
Session Records Policy 050201
- Adopted by Session - February 1, 2005
Preamble
The Book of Forms sets out guidelines for Session records in chapter two, "General Rules for Church Courts". These guidelines can be reviewed in detail in the referenced sections; however, this policy will only highlight or summarize the various guidelines. Any clarification of this policy should involve reading the actual wording in The Book of Forms using the section numbers noted in brackets.
Session Minutes
- The session shall take special care that its records are accurate. (Section 25)
- The moderator will ensure that the minutes are correct. (Section 26)
- The number of each page shall be written in full where it is not printed. (Sub-section 27.1)
- Every page shall be signed by the clerk, and the record of each sederunt by the moderator and the clerk.(Sub-section 27.2)
- The time and place of each meeting shall be fully stated (Sub-section 27.3) and the place and date of meeting shall appear on the margin at the top of each page. (Sub-section 27.5)
- Every page shall have an index, either within a suitable margin or within the body of that page. (Sub-section 27.4)
- All erasures, cancellations, interlineations, or other changes shall be noted in the margin with the clerk's initials. (Sub-section 27.7)
- No unnecessary vacant space shall be left between the minutes of sederunts of the court (Sub-section 27. 8) and any vacant spaces, except ordinary space between paragraphs, shall be stroked through and initialed by the clerk. (Sub-section 27.11)
- Loose-leaf pages (typewritten, mimeographed, printed or otherwise produced) are permissible. Minutes shall be on paper of such quality as to prevent the ink showing on the opposite side, and shall be bound in a commercial-type binder of the rigid fastener form. The ring type is not acceptable (Sub-section 27.9). Session minutes shall be bound under close scrutiny of the clerk to secure confidentiality of the minutes (Sub-section 27.12).
- Session minutes shall not readily be reproduced. A single copy shall be produced by the clerk of session. When agreed to by the session, a summary of minutes composed under the supervision of the moderator and clerk, and containing only material judged by the composers to be suitable for distribution to all members of session, may be prepared and thus distributed (Sub-section 27.10). Individual recipients of such copies will normally be required to return hard copies to the Clerk at the next regular Session meeting for shredding, and recipients will agree to delete any electronic copies from their computer files.
- Session may not erase or alter any part of its record after it has been confirmed, unless by order of a higher court. (Section 28)
- Session is entitled to say what goes in its records (subject to overruling by a higher court); if a motion is made which it is resolved not to record, no reference shall be made to it. (Section 29)
- When any information, or complaint, related to actions contrary to the gospel or the constitution of the church committed by any person is brought before Session, either of first instance or of appeal, full minutes of the proceedings are kept by the clerk of the court, but no entry is made in the permanent record until the trial has been completed. Whatever verdict is reached, the charges, the answer and the judgment are recorded, and the whole minutes of the trial are attached together, sealed, and held separately by the clerk. (Section 30)
- Minutes and other papers which are sealed and held separately by the clerk are listed in the presence of the session, and the seal may not be broken except by order of the session or its superior. (Section 31)
- By various acts, every book enjoined to be kept by the session is expressly ordered to be revised and attested yearly by the presbytery, unless presbytery calls for the session records once every two years for attestation. (Section 32)
- The minutes of the last ordinary meeting and of all special meetings held in the interval, on being sustained, are signed by the moderator. (Section 35)
- The Clerk may reproduce financial motions at the request of the auditor.
Safe Keeping of Important Church Records and Documents
Important church documents and records include such items as session minutes, deeds, baptisms, weddings, church donations by members/adherents, and other papers that the session designates as requiring safe keeping for any number of reasons related to confidentiality and/or archival importance.
Session minutes, regardless of their date, shall be kept by the clerk in a secure place according to the church guidelines outlined above.
The church may decide to use a fire-proof safe or a safety deposit box for keeping certain important documents. If so, a list of such documents will kept by the clerk and access to such documents will be through the clerk. The clerk will ensure that the minister is informed about such details of access as location of the safe or safety deposit box, the combinations or the keys as they apply. Session may determine that additional, designated members of session have the access information as well.
In accordance with the Book of Forms and the wishes of Session, church documents which are no longer necessary shall be destroyed.
St. Andrew's Presbyterian Church, Parry Sound, Ontario
Copyright © 2006 St. Andrew's Electronic Ministries.
All rights reserved.
Revised: Revised July 14, 2006.
Committee Guidelines
Governance Guidelines for Committees 040526
- Adopted by Session - May 26, 2004
- Committees
- Procedures for Chairs and Committees
- Committee Member Responsibilities
- Committee Member Considerations
- Guidelines for Effective Meetings
Committees
- Session will have six standing committees:
- Discipleship;
- Missions;
- Christian Nurture;
- Outreach;
- Property; and
- Finance.
- Subcommittees may be established to address specific components of a committee's mandate. Such subcommittees may be proposed by the committee to the Session for approval or the Session may direct that a subcommittee be established to report through a specific committee.
- Ad hoc committees may be established by a committee or by Session to address a specific matter within a definite time frame. The ad hoc committee will report to the appropriate standing committee.
- The chair of a committee or a subcommittee will be a member of the Session.
- The chair of an ad hoc committee need not be a member of the Session.
- The Session will make/confirm all appointments to the position of chair of a committee or a subcommittee.
- The Session or the standing committee will appoint the chair of an ad hoc committee.
- A chair will serve for a term not to exceed three consecutive years, at which time, the chair may be re-appointed or may be re-assigned according to the needs of the ministry and the God-given talents of the individual.
- The chair of any committee, subcommittee or ad hoc committee will accept responsibility for maintaining clear lines of communication regarding actions taken under the committee's mandate. Those lines of communication are not only internal to the committee but also between the committee and the body/group to which it reports.
Procedures for Chairs and Committees
- Each meeting of a committee will open and close with prayer.
- Chairs and members will be guided in the implementation of its full mandate by its spiritual focus (which is the first item in the committee's mandate) and by the guidelines for effective meetings outlined below.
- Each committee under the direction of the chair will develop an annual plan based on the committee's mandate and submit the plan to the Session in September. This plan should be simple and brief, but should contain strategies to achieve the mandate as well as a budget and other related financial information.
- Each committee chair will ensure that minutes are kept of committee meetings, and that those minutes are officially accepted at the next committee meeting.
- The chair will submit a written report of the committee's work for the church's Annual Report when requested by the church secretary.
- The chair will provide updates as appropriate to the church secretary for posting on the church's web site or for printing in the church bulletin.
- Each committee chair will work with the Session's designated coordinator to recruit potential committee members who have the God-given talents and interest in the work of the committee, subcommittee or ad hoc committee.
- Each committee chair will provide a brief, written report on a monthly basis to the Session Clerk based on the committee's minutes. That report will contain a brief outline of the committee's work along with any request, recommendations or updates on implementing specific tasks.
- Each chair of a subcommittee will provide a brief written report/update on a monthly basis to the chair of the standing committee.
- Each chair of an ad hoc committee will provide a brief written report/update on a schedule to be decided by the chair of the standing committee.
- Committee business will be conducted decently and in order.
Committee Member Responsibilities
- Keep informed about developments relevant to the committee's mandate.
- Attend committee meetings and participate actively and constructively.
- Respect and listen to the views of others.
- Be sensitive to issues requiring confidentiality.
- Respect and support decisions made by the committee and Session.
- Declare any personal conflict of interest which might arise and refrain from committee discussion and decisions on that specific matter.
Committee Member Considerations
Individual committee members as well as the committee itself should constantly monitor the effectiveness of the committee in meeting its mandate. Questions such as the following provide starting points for the kinds of things to look for. The answers to the questions could then result in strategies to improve the committee's work.
- Is the overall direction of the committee consistent with its mandate?
- Does the committee's annual plan clearly designate strategies and time frames that are appropriate?
- Is the committee budget and other financial information accurate and appropriate?
- Is communication with the Session ongoing and effective?
- Do committee members understand what is expected of them?
- Do committee members have the knowledge, skills and resources to do the job?
- Are dissenting views heard and given a fair hearing?
- Are committee members punctual?
- Do discussions stay on topic and to what degree are the meetings effective?
- Are meeting agendas clear and adhered to? Are outstanding items monitored?
- Is the decision-making process satisfactory?
- Do minutes of committee meetings accurately reflect decisions?
- Do committee members require any orientation or educational sessions?
- Is the mandate of the committee in need of revision by the Session?
Guidelines for Effective Meetings
- Develop a standard format for the meeting agenda.
- Circulate the agenda and meeting information in advance.
- Utilize e-mail where possible to minimize paper usage.
- Itemize all items to be included in the agenda.
- Highlight all items that are urgent and deal with them as soon as possible.
- Identify the person(s) responsible for each agenda item and the time available for addressing the item.
- Consider including a brief educational item/presentation on each agenda.
- Begin the meeting on time and start by identifying those in attendance and note whether there is a quorum. A quorum for any committee meeting is three people.
- Approve/accept the minutes of the previous meeting.
- Record any conflict of interest identified by a committee member.
- Acknowledge in the minutes acceptance of any reports and cite highlights.
- Record motions and note whether the motions were passed.
- Acknowledge the time of adjournment.
St. Andrew's Presbyterian Church, Parry Sound, Ontario
Copyright ?© 2006 St. Andrew's Electronic Ministries.
All rights reserved.
Revised: Revised July 14, 2006.
Volunteers
Volunteers
- (Adopted by Session as a Working Document April 5, 2005)
- Rationale
- Identifying Needs for Volunteer Assistance
- Encouraging Every Person to Volunteer
- Recruitment of Volunteers
- General methods of recruiting include personal, indirect, and organizational.
- Reference Checks
- Orientation for Volunteers
- Recognition of Volunteers
- Confidentiality Form for Volunteers - Optional
- Volunteer Skill Survey Form
Rationale
The story of Nehemiah rebuilding the walls of Jerusalem is considered to be a model for the church. The broken walls symbolize weak spots in the defenses of a congregation. Before the walls were repaired, there was a period of fasting and prayer which should typify the preparation and state of mind for each endeavor that we undertake here at St. Andrew's. Nehemiah's sacrifice of a prominent position in his community for the good of the cause is an example of the sacrificial service that goes into worthwhile projects. The rebuilding of the walls is a delightful and heartwarming account of how people from all walks of life cooperated, and with God's guidance and help, achieved great things that most people thought were beyond accomplishing.
When each person did his/her part, the whole family of God moved forward. Here at St. Andrew's, there are many individuals who give sacrificially of their time, talents and resources to do the work of the church and it would be impossible to highlight them all; nevertheless, God will reward them for their faithfulness, and we ought to continue as a congregation to thank God for raising up fellow workers to carry out the tasks within our church. As faithful individual members and adherents continue to actively seek opportunities to volunteer, St. Andrew's will continue to stand as a beacon for the community of Parry Sound and regions beyond.
In the New Testament, we learn that spiritual gifts are like the parts of the human body. There is a unity in Christ and all parts of the body are given to us for specific reasons. We need every part of the body to perform its role in order for the body to be completely healthy. Every person within St. Andrew's brings special God-given talents that are necessary to a fully functioning church. God expects this congregation to encourage all members and adherents to recognize their unique talents and skills and to encourage individuals to use them within His church. Each volunteer brings valuable insight, energy and enthusiasm to activities within the church. Each volunteer also benefits from the spirituality, skills, knowledge and creativity of fellow Christians.
St. Andrew's recognizes the importance of recruitment, training, deployment and supervision of its volunteers. The purposes of this guideline are to encourage every person to volunteer at St. Andrew's as the Lord leads, to outline some parameters for effective coordination of volunteers, and to provide pertinent information on the supervision of volunteers.
Identifying Needs for Volunteer Assistance
Many people are already volunteering at St. Andrew's. Some have been quietly going about their areas of ministry for many, many years. Still, there is always a need for more volunteers, or for finding even more effective avenues of ministry which utilize the God-given talents of people. Identifying areas where volunteers are needed is an ongoing task that requires the participation of every member/adherent in the congregation. Many good suggestions for needs that should be addressed arise from elders' discussions with congregants in their districts. The minister, all committee chairs and group leaders obviously have valuable vantage points from which to identify personnel needs. The chairs and most leaders are volunteers themselves and thus are appreciative of others who participate and contribute to programs and activities. St. Andrew's ministry has also benefited from individuals who see a church need and propose a program or an activity on which they are willing to work. These initiatives have in the past addressed a variety of short-term ministry needs, long-term needs, and/or other special needs.
Encouraging Every Person to Volunteer
The Session and church staff members can certainly contribute to a successful volunteer program. Elders should encourage individuals in their districts to find the area of service that is comfortable for them and that presents opportunities for them to put their talents to work in God's service. The elders can contribute to positive environments for volunteers through clear policies and procedures which provide the structure for activities and through ongoing encouragement for individual volunteers. Elders can also enhance the volunteer's understanding of the church's history, the goals of its activities and the standards of behavior for all concerned. The minister and the staff can often assist volunteers with details that make their work easier and with further encouragement that recognizes their contributions. Some very effective volunteers are those who, although they may be housebound, contribute their prayer, wisdom, financial and resource support to the building of our church's ministries. If every single person committed to at least one volunteer activity at St. Andrew's, the church would be able to expand its ministries for the glory of almighty God.
Recruitment of Volunteers
Jesus said, "Let your light so shine before men that they may see your good works and glorify your Father which is in heaven" (Matthew 5:16). "And James, the brother of Jesus said, 'I will show you my faith by my works'" (James 2:18). Every person should have the opportunity to volunteer.
Recruitment activities should look to every group within the church - from the youngest to the oldest. Every person within the St. Andrew's congregation is a potential volunteer. Our seniors have a wealth of life experiences that others can tap into, and some of our seniors are strong prayer warriors. We have many relatively young retirees who combine accumulated wisdom, good ideas and considerable energy. We have middle-aged men and women who can still find an hour here and there from their busy schedules. We have young families who could volunteer for activities perhaps with their children who are actively involved in groups. We have talented teens who can participate, and have participated, in everything from missionary trips with 'The Messenger' to reading Scripture on Sundays and assisting with younger children. Even the youngest can learn to help others at home and at church.
General methods of recruiting include personal, indirect, and organizational.
- Personal recruitment is very effective. Friends and acquaintances who observe special talents or skills in others can encourage those people to be active in ministry. "Bringing a buddy or friend" to a church activity can increase comfort levels about participating.
- Indirect recruitment may involve a form letter, posters in strategic places in the church, web site ads, church bulletin notices or public notices at Sunday services. Presentations to church groups about our various ministries can also highlight the need for helpers.
- Organizational recruitment involves approaches to organizations that provide service to the community. Utilizing such people and programs can be an asset to the church ministries. These groups can include the police, fire fighters, health units and others. For example, the police may offer security advice, the fire fighters may offer building inspections, and the health unit may offer a variety of workshops, lectures or counseling.
Those who respond to recruitment efforts will appreciate knowing that the church's needs and the time options for involvement by volunteers are varied. Volunteers also need to know that every effort will be made to match the skills of the volunteer to the specific ministry needs. The more specific the descriptors of needs, the higher will be the comfort levels of potential volunteers and the greater the chances of them making a lasting commitment to the ministry. Placement decisions should also consider the personal compatibility of the volunteer and those with whom the volunteer will be working.
Any member or adherent who is looking for an area of service within St. Andrew's should contact any elder or the minister. Those people will note the volunteer's area(s) of interest and forward the information to the meeting of Committee Chairs which takes place on the last Friday of each month. The Chairs will receive the name and will consider that person as a potential member for one of the six main church committees, for one of the subcommittees, or for projects/tasks that fall within the responsibilities of a particular committee. It would be helpful if the volunteer could complete a brief survey outlining her/his area(s) of interest and God-given skills/talents. Survey forms are available from the church office.
Reference Checks
St. Andrew's exists within a community that does not necessarily endorse the same standards and beliefs as the church. Individuals who come to St. Andrew's may come from a wide variety of backgrounds. For the safety and security of all individuals, a range of reference checks is available to the church in regards to volunteers. The Session reserves the right of final determination on the level of required reference checks for any individual volunteer.
Personal reference checks are the least intrusive and can be considered on two levels. First, many who volunteer at the church will be well-known to the congregation and will not require formal documentation. Second, some volunteers may be less well-known and could be asked to provide the names of at least two people who will provide personal references. These references will be checked before the volunteer assumes any duties at the church.
Criminal Reference Checks may be considered when personal reference checks raise any concerns about an individual. The Minister or Clerk will ask the volunteer to provide a criminal reference check prior to working as a volunteer. This practice is common in the school system. The church may wish to cover the cost of the criminal reference check in such cases. Criminal reference check forms may be obtained from the provincial police. The criminal reference check will provide some assurance to parents, church staff and the Session that our volunteers are worthy of the trust placed in them during the time they work in the church.
In rare cases where the potential volunteer has a criminal record, the Minister in consultation with the Clerk will determine whether a positive finding of a criminal record disqualifies the individual from being a volunteer. The Minister and Clerk will consider factors like the nature of the offense, the time elapsed since the conviction, rehabilitation efforts and behavior since the offense was committed. (These are the same factors used by the Ontario College of Teachers for applicants to the teaching profession.) In some cases the Minister and the Clerk may wish to seek the advice of the Session on these issues.
Security and confidentiality shall be strictly applied to any criminal reference check information. Once verified, the hard copy of a criminal reference check will be returned to the individual so the church does not get into storage and security issues around such documents.
Specific exemptions from reference checks apply to members of St. Andrew's, to adherents who have been a part of church life for two or more years, and to youth who have grown up in the church.
Orientation for Volunteers
Orientation procedures for new volunteers need not be extensive but shall include the following components:
- Safety factors will be discussed with the volunteer by the individual leader of an activity or by the church leader who has done the recruiting. Volunteers need to receive orientation on safety factors and expectations within the church, particularly if the volunteer is to be assisting in the gymnasium or the kitchen or if, in the example of ushers, they need to know the rules for behavior in the balcony. Sources of first aid in the church should be made known and the volunteer should be made aware of the person to whom he/she is responsible. Depending on the role to be assumed by the volunteer, there may be other safety factors within the premises that should be part of the volunteer's orientation, and these will be addressed by the person to whom the volunteer is responsible.
- Clarity of program expectations and/or the specifics of the volunteer's assignment is the responsibility of the activity leader. Activity leaders should also fully utilize the volunteers while they are available to honor their commitment to the church.
- Confidentiality is expected on the part of volunteers in regard to personal information they may glean about people with whom they are working at the church.
- Reliability is expected of volunteers in adhering to commitments of time unless there are extenuating circumstances; and
- Lines of communication must be made clear to volunteers so they know to whom they communicate directly and so they are aware of the church's standards of behavior and protocols. Volunteers should be made aware specifically of the Presbyterian Church's Sexual Harassment and/or Abuse Policy which can be accessed at: http://www.presbycan.ca/documents/sah/sahpolicy.pdf "It is the policy of The Presbyterian Church in Canada that sexual abuse or harassment of any kind by church leaders, staff or volunteers will not be tolerated. All allegations will be taken seriously, and handled according to the terms of this policy. "Our commitment is to model the example of Christ and to be rooted in the love of Christ in all our relationships."
Recognition of Volunteers
The church may consider various means of recognizing volunteers for their support of the ministry. Such recognition might be for specific achievements or might take the form of an annual appreciation event.
Confidentiality Form for Volunteers - Optional
In the course of your activities at St. Andrew's, you may learn personal facts about other individuals, their families, staff members or others. Because the privacy of participants, their families and staff members must be respected, confidentiality is of prime importance.
Protection of Confidential Information
I, ____________________________, have been made aware of the confidential nature of information when working with people in the ongoing ministries at St. Andrew's. Whether or not such confidential information may be available to me in the normal performance of my activities, occasionally or inadvertently, the confidentiality will be respected.
I understand that confidential information which shall be disclosed to me, or which may come to my knowledge, may not be divulged within or outside the church unless authorized in writing by the Minister or the Clerk, the specific staff member about whom the information pertains, the parent/guardian of a child about whom the information pertains or the adult about whom the information pertains.
In the event that confidentiality is breached, I may be required by the Minister or Clerk to relinquish my volunteer duties.
| ___________________________ | _________________________ |
| Date | Signature |
Survey Information from Potential Volunteers
St. Andrew's thrives because of the time and talent given freely by responsible and generous members of our congregation. This profile allows you to designate how you would like to share your time and talent and allows us to know you better in making St. Andrew's a vibrant community of believers.
Please print your information on this form and drop it off, mail or fax it to Karin in the church office.
| Name: | Today's Date: |
| Address: | |
| Home Phone: | Work Phone: |
| Email Address: | |
| Occupation: | |
| Skills I would like to share (e.g. event planner, musician, office skills, carpentry, painting, visiting shut-in's, transportation, etc.): |
|
| Please be specific. |
|
| I am now volunteering, or have previously volunteered with: |
|
St. Andrew's has many ministries and opportunities for involvement. If you do not see something that interests you, please let us know what would interest you. To get involved more quickly, read the bulletin to learn about congregational activities and volunteer to become involved.
If you have questions, suggestions or comments, please write a note to or email the Coordinating Elder, Don Cowan, at This email address is being protected from spambots. You need JavaScript enabled to view it. or call him at 746-2837.
Please complete the next two pages:
Please indicate areas of interest where you would like to use (or are now using) your gifts.
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In this next area, please indicate if you would like to Join a Church Group:
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In this next area, please indicate the Time You Have Available:
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What new ministries do you feel St. Andrew's should embrace?
Are there any ministries that you feel St. Andrew's should cease?
Other Comments or Suggestions:
St. Andrew's Presbyterian Church Parry Sound, Ontario
Copyright ?© 2006 St. Andrew's Electronic Ministries.
All rights reserved. Revised: Revised July 14, 2006.
Sexual Abuse and Harassment
The Policy for Dealing with Sexual Abuse and Harassment
- The Policy for Dealing with Sexual Abuse and Harassment
- Sexual abuse includes:
- Sexual harassment is defined as
- In the case of a complaint, a victim of sexual abuse or harassment:
The Presbyterian Church has a policy for dealing with sexual abuse and harassment the full text of which can be found on its website. Key messages from that policy are outlined here.
- The church will be a safe place where we share God's love and seek God's justice; therefore, sexual abuse and harassment ar not tolerated . Church leaders, staff, volunteers and users of the building will adhere to Christian ethical principles of conduct.
Sexual abuse includes:
- Any unwanted sexual contact;
- Sexual intercourse, genital contact, petting, fondling, sexually suggestive language, or the display of pornography;
- Sexual assault and other sexual offences involving children or young persons as defined in the Criminal Code of Canada;
- Sexual harassment; and
- Spousal abuse.
Sexual harassment is defined as:
- A course of vexatious comment or conduct that is known or ought reasonably to have been known to be unwelcome, including repeated sexual remarks or physical conduct that is degrading;
- Sexual advance or solicitation made by a person who is in a position to grant or deny a benefit to another; and
- The threat of or an actual reprisal by a person in authority against a person who has rejected asexual advance from that person in authority.
Church leaders are in positions of authority and trust. They cannot be in a sexual relationship with any person for whom they have a leadership/pastoral role.
In the case of a complaint, a victim of sexual abuse or harassment:
- should take it seriously,
- should make it clear to the person that the behaviour is not wanted;
- should say "No!" firmly without apologizing or smiling;
- should write down exactly what happened or what was said and sign the statement and save any letter or notes sent by the harasser or abuser;
- should contact the appropriate authority; and
- should not engage in negotiations with the alleged abuser nor meet with the alleged abuser in private.
In the case of a complaint, a recipient of the complaint of alleged sexual abuse or harassment must take it seriously and must contact the appropriate authority.
In the case of a complaint, the person against whom the complaint is made should ensure that an appropriate official of the Presbytery or Session is informed about the complaint.
For all complaints, the presbytery or session will:
- Investigate and act upon the complaint
- Will offer to provide pastoral care to the complainant, the alleged abuser or harasser and their families; and
- Will attempt to provide advisors if requested.
St. Andrew's Presbyterian Church Parry Sound, Ontario
Copyright ?© 2006 St. Andrew's Electronic Ministries.
All rights reserved. Revised: Revised July 14, 2006.
Security Team
Property Security Team 050301
- Approved by Session - March 1, 2005 Property Security Team 050301
Church Security Officer
The Session appoints the Church Security Officer who is responsible for organizing one or more teams to guard the security of the building and property.
Duties of the Security Team
- Each team is responsible for checking all doors and windows to ensure they are locked.
- Security checks will be done each evening after all activities are complete and the church building is empty (normally after 10:00 p. m. )
- In the event of special occasions when activities continue past 11:00 p. m. , the responsibility for checking will fall on the Church Security Officer.
- The Church Security Officer will also be responsible for random checks on an unscheduled basis during the night.
- Each team will set its own check time for its scheduled night.
- If a team member is unable to attend on a scheduled night, it is his/her responsibility to arrange for a spare, another team member, or the Church Security Officer to fill in for that night.
- All incidents will be reported to the Church Security Officer who will follow up on each one.
Safety Protocol
- No team member is to check the church property while alone. Scheduled checks must be carried out by two members.
- In the event the building is found insecure, no one is to enter the building. The Church Security officer (or designated second) is to be called for assistance in checking inside the church with one of the team members. The other team member will remain outside until the building has been checked.
- In the event of an obvious forced entry the team members will remain outside the building. The Church Security Officer (or designate) and police will be notified. All members will remain outside and take their direction from Police after they arrive.
General
- The Church Security Officer, the designated second, and the alternates will be listed on a master schedule sheet along with all phone numbers. The up-to-date master schedule will be generated by the church Security Officer and will be kept by the Secretary who can make copies as needed.
- The Church Security Officer will have a master key.
- The Church Security Officer will be responsible for contacting building users regarding any night the building is found insecure.
- The church Security Officer will operate under the authority of the property Committee of Session, and will report to the Committee when desired, required or appropriate.
St. Andrew's Presbyterian Church Parry Sound, Ontario
Copyright © 2006 St. Andrew's Electronic Ministries.
All rights reserved. Revised: Revised July 14, 2006.
Facilities Use
Property Facilities Usage 050301
- Approved by Session March 1, 2005- Property Facilities Usage 050301
Rationale
The facilities of St. Andrew's have come to us as a gift from God through the generosity of His people. All persons must be good stewards of these facilities. These guidelines outline standards of behaviour and other directions
for all persons using the property and facilities including guidelines and rules regarding various safety issues.
General Rules
- All behaviour and interactions must reflect accepted Christian standards.
- Proper, respectful language and behaviour are expected.
- Graffiti or other defacement of property is unacceptable.
- Fighting and all forms of abusive behaviour are banned.
- Smoking is not allowed.
- Use of illicit drugs or alcohol is banned.
- The Sexual Harassment Policy of the Presbyterian Church in Canada (found on their web site) sets specific standards for expected behaviour. In general, it is the policy that sexual abuse or harassment of any kind by church leaders, staff, volunteers or users of these facilities will not be tolerated. All allegations of harassment will be taken seriously, and handled according to the terms of this policy. The commitment for all users of the facilities should be to model the example of Christ in all social relationships and interactions.
- The Session has the authority to allow use or rental of the facilities. A donation fee is appropriate for cleaning and maintenance.
- Congregational events and programs shall take precedence over all other activities. Any authorized group should check with the minister/secretary when scheduling or making long range plans.
- The leader or designate of a user-group must be identified and must accept responsibility for the behaviour of the group in attendance and for the condition of the facilities at the conclusion of the activity.
- A devotional or prayer should be included as appropriate in meetings or other activities.
- Upon leaving the premises all lights shall be turned off, and a check made to ensure that all doors and windows are closed and locked.
- All food and beverages shall be handled in a manner reflecting respect for the facilities which are the house of God.
- All equipment (e. g. tables, chairs, etc. ) should be treated with care and returned to the appropriate place following an activity.
- Coats should be on coat racks, and shoes and boots left in appropriate places, not piled in the lobby where they create an unsafe and messy milieu.
- Activities must be confined to appropriate areas and appropriate precautions taken (e. g. paint, glue, sparkles, etc. should not be used in carpeted areas - use plastic sheeting).
Issues of Safety
Purposes
- To outline certain safety issues for persons who are on the property or premises for any purpose.
- To provide some safety guidelines.
- To remind all persons of the collective responsibility for the effective implementation of safety procedures.
Responsibility for Safety
The oversight for safety at St. Andrew's is vested in the Property Committee of Session. This committee will conduct ongoing reviews of the safety issues, and will educate and encourage all persons to follow established safety practices.
Specific Safety Issues Regarding Use of the Gallery
Two general safety issues exist regarding the use of the gallery in the sanctuary: the first involves people leaning over the gallery railing, and the second involves materials being placed on or under the gallery railing. Any person, but especially a child, who is leaning over the gallery railing establishes the potential for a fall, causes stress among observers below the gallery, and creates a distraction from any activity which may be in progress. Similarly, any materials sitting on or under the gallery railing (including Bibles, hymnals and any personal items) raise safety concerns and create unnecessary distractions. The gallery railing has been crafted at an approximate height of two feet in keeping with the architecture of the church rather than as safety barrier; thus, all persons sitting near the front of the gallery must exercise appropriate caution. The flat surface of the gallery railing does not have any retention guard to prevent objects from sliding over the edge and falling to the seats below.
Consequently, persons with small children using the gallery are encouraged to seat their families at least one row back of the gallery railing as a safety measure, and no objects, including Bibles and hymnals, should be placed on or under the gallery railing.
Responsibilities of the Ushers and Other People in the Gallery
The usher responsible for seating people in the gallery should offer families with small children seats beginning with the second row back of the gallery railing.
If children are participating in unsafe practices such as climbing over pews, running or hanging over the gallery railing, the usher should intervene with the parent or guardian and ask for their cooperation in dealing with the situation.
All persons, including the ushers, are encouraged to assess any situation that has the potential for leading to injury or harm and to take appropriate preventative measures.
Safety in the Gymnasium
- Generally accepted safety rules govern all activities in the gym.
- The schedule of use of the gyms hall be as designated. The gym shall not be used while church services, weddings, funerals, or similar activities are being held in the sanctuary.
- Sports participation shall be inappropriate clothing and foot ware and confined to the gym. Activities will not be undertaken in stocking feet for safety reasons; bare feet are acceptable if appropriate shoes are not available.
- Sports equipment shall be used only under the direction of a responsible leader, shall be used carefully, and returned properly to storage.
- Sports equipment shall not be used on Sunday during the coffee time following the service.
Use of the Kitchens
- Food preparation shall follow accepted safety and health practices (e. g. washing hands prior to handling food).
- Food items known to contain high allergy items (e. g. , peanut butter, nuts, shell fish, eggs) should be kept separate from other food items and clearly marked for the safety of those with allergies.
- All dirty dishes, glasses, etc. . used should be washed, dried and returned to the appropriate storage area.
- All counters should be washed and dried.
- Only trained and responsible people should use the stoves and dishwasher.
- Garbage should be properly disposed of.
St. Andrew's has a subcommittee of the Property Committee which oversees kitchen facilities and usage. Any questions or concerns about the kitchens or the guidelines for using them should be referred to the Chair of the Property Committee through the Church Secretary.
Leader's Commitment
If you are the leader taking responsibility for any activity with St. Andrew's Church, please sign this agreement saying that you have read the guidelines and take ownership and responsibility for the actions of your group.
Leader's Name (Print)_________________________________________
Leader's Phone # ______________________________________
I/we have________AA keys_____________ AA1 keys to St. Andrew's Church
Signature of agreement -_______________________________
St. Andrew's Presbyterian Church Parry Sound, Ontario
Copyright © 2006 St. Andrew's Electronic Ministries.
All rights reserved. Revised: Revised July 14, 2006.
Birthdays
Outreach - Birthdays 050104
Celebrating 80th, 90thand 100thBirthdays
- Approved by Session - January 4, 2005 - Outreach Birthdays 050104
The Fellowship Circle or the St. Andrew's Men's group (SAM) will host a birthday lunch for individuals celebrating an 80thor 90thbirthday. The Fellowship Circle will continue its longstanding tradition of hosting such celebrations for the ladies, and SAM will take on the responsibility for hosting such celebrations for the men. A person (or persons) within the Fellowship Circle and within SAM will be designated for organizing such celebrations. This usually includes arranging a time and place suitable to the honoured guest, making the necessary booking at a restaurant, and notifying people within the church. Traditionally, the lunches have been held at a local restaurant, and the host group covers the cost of the honoured guest's meal while others who attend pay for their own.
St. Andrew's will also present flowers as appropriate to individuals celebrating 80thor 90thbirthdays. The church secretary should be notified to make the necessary arrangements for ordering flowers and paying for them from church funds. The secretary may also arrange for the minister or another church leader to deliver the flowers.
Special, appropriate celebrations would be planned for an individual marking a 100thbirthday.
Notice of impending 80th, 90thor 100thbirthdays should be given by the family and/or friends to the church secretary in sufficient time for the individual's wishes to be ascertained and for the celebration to be advertised in the bulletin, via e-mail orb telephone or other means. Such announcements would be an invitation to as many people as possible to attend the lunch. Both men and women would be welcome at any of the luncheon celebrations. Early notification would also permit the organizer(s) to confirm numbers and to advise the restaurant as to how many will attend.
Some individuals may prefer not to disclose their ages or to mark such occasions and their wishes would be respected in that regard. Differing female and male cultural perceptions of such occasions and the difference in male/female life-spans may result in fewer males participating in such celebrations; however, the gesture of respect should be offered to each individual celebrating the three significant milestones.
This policy will be advertised from time-to-time within the congregation in the hopes that all members and adherents will be encouraged to advise the church secretary of impending 80th, 90thor 100thbirthdays in the congregation. The church secretary will then notify the Fellowship Circle or SAM and will advise the Minister.
St. Andrew's Presbyterian Church Parry Sound, Ontario
Copyright © 2006 St. Andrew's Electronic Ministries.
All rights reserved. Revised: Revised July 14, 2006.
Missions
Missions Policy 051101
- approved by Session, September 1994
- E-6 amounts adjusted by Session in 1999
- revised by Session, November 2004
- revised by Session, November 2005
- General intent of St. Andrew's Missions Policy
- Section A Introduction
- Section B The Missions Committee
- Section C Responsibilities of Missions Committee
- Section D Financial Policy (Missions)
- Section E Missionary Policies
General intent of St. Andrew's Missions Policy
St. Andrew's Missions Policy seeks to state the congregation's commitment to God's will by the proclamation and practice of the Gospel of Jesus Christ in the world, and to provide a guiding framework for the practical aspects of implementing that commitment.
In agreement with The Lausanne Movement, an international movement committed to energizing the whole Church to take the whole gospel to the whole world, St. Andrew's Missions Policy is built upon roots going back to the historic conferences in Edinburgh (1910), Berlin (1966), the Lausanne First International Congress on World Evangelization (1974), the 2ndLausanne Congress held in Manila in 1989, and the Forum for World Evangelization held in 2004 in Pattaya, Thailand where the theme was a new vision, a new heart, a renewed call. Details about this movement can be found online at www.lausanne.org.
Just as there are many members in the Body of Christ, so there are many gifts and talents which are meant to serve the Body. Raising this matter makes us reflect how we should be forming and encouraging one another with regard to our unique gifts and talents, roles and offices. In western Christianity, 2% of Christians are commissioned to do 80% of the work. Given thiscontext, the church must reaffirm the role of the laity, equipping all Christians not simply for workplace evangelism but to work out what Jesus' lordship means in every realm of human existence. We affirm the priesthood of all believers and call on the church to equip, encourage and empower women, men and youth to fulfill their calling as witnesses and co-labourers in the world wide task of evangelization. Mission begins wherever God has placed you and wherever vocation takes you. We are to begin serving the town we are in. At the same time, we must recognize in this century that the growth of the church is now accelerating outside of the western world. In expanding then our focus from the local to worldwide mission, we must put emphasis on the local church settings around the world and local cultural understandings while maintaining unity on the essentials of the gospel, liberty on non-essentials, and in all things invoking charity as a helpful guide in dealing with issues and challenges.
We acknowledge the reality that much of the world is made up of oral learners who understand best when information comes to them by means of stories. Modern mission work needs to use a variety of media and creative strategies to effectively engage the world cultures in ways that draw non-believers toward spiritual truth, and needs to proclaim Jesus Christ in culturally relevant ways.
Section A Introduction
A 1. Definition of Missions
This Missions Policy is based on the definition of Missions, as follows:
Missions at St. Andrew's shall be
- to fulfill the Great Commission by proclaiming the Gospel of Jesus Christ through evangelism, discipling, church planting, and church development, and
- the Great Commandment by the outward evidence of our Christian love both at home and abroad.
A-2 Scriptural Basis for Missions
- To fulfill the Great Commission (Matt. 28: 19-20)
- To share Christ's heart for the world (Matt. 9: 36-38; 18: 10-14)
- To see people saved and brought to the knowledge of God (John 3:16, Acts 1:8, Romans 10:13-15)
- To build up the body of Christ through discipling (Eph. 4: 12-16)
- To fulfill the Great Commandment, to minister to the totality of human need (Matt. 22:37-39, 25: 31-46)
A-3 Purpose of Missions Policy
The purpose of this Policy is to ensure consistency concerning:
- what types of Missions we support (eg. Foreign, home, emergency relief)
- the degree of Financial Support and its allotment
- the basis for differentiating the degree of support e. g. :
- missionaries going out from St. Andrew's
- missionaries with personal ties to St. Andrew's
- missions of specific interest to St. Andrew's
In addition:
- It builds cohesion and confidence in the total church ministry.
- It permits thoughtful evaluation of critical issues.
- It prevents decisions based on charisma of persons or on personal whim.
- It prevents confusion, inconsistency, misunderstanding and hurt feelings- let the policy say_____ yes' or _________ no'.
- It defines the responsibilities of church and mission agency.
- It informs the congregation of St. Andrew's Missions thrust and action.
- It allows everyone, including missionaries and agencies, to know what to expect.
- It maintains consistency as the Missions Committee changes membership.
It is intended that these policies be followed. However, should there be compelling reasons, as confirmed through prayerful consideration and the desire of the Holy Spirit, such exceptions can be presented by the Missions Committee to Session and if accepted should be recorded in the Session minutes as an exception.
A-4 Revision of Missions Policy
Policy will be reviewed annually by the Missions Committee and the Chairman will recommend to the Session at its November meeting any revisions or additions. Revisions require the approval of the Session, and will be clearly indicated in the Missions Policy. The congregation will be so informed.
Section B The Missions Committee
B-1 Selection of Members of Missions Committee
The manner of selection of the members shall be determined by the Session. The pastor(s) will serve as ex officio member(s).
B-2 Criteria for Selecting Committee Members
The ideal committee member is one who:
- Practises a faithful, personal relationship with Jesus Christ.
- Has a deep interest and commitment to missions as having a primary role in the life of the church.
- Desires to learn more about missions.
- Has a willingness to work hard in a missions capacity.
B-3 Size of Committee and Meetings
The Session, in consultation with the Committee, will determine the number of members required to effectively accomplish its purpose and goals, and designate an elder as the Chairperson. Likewise, meetings of the full Committee and sub-committees will be held as determined by them embers. The Pastor(s) are to be voting, ex officio members.
B-4 Responsibilities of the Committee Members to the Committee
- Attend the meetings.
- Be pro actively involved with the planned missions program.
- Maintain a regular prayer life, Bible study and other aspects of Christian spiritual maturity.
- Pray for missionaries on a regular basis.
- Serve as a source of mission information to the Church.
- Maintain an interest in communication with missionaries.
- Bear burdens of other missions committee members in supportive fellowship.
B-5 Committee Officers and Duties
- Chairperson conducts meetings, monitors the programs, motivates and evaluates committee members, encourages volunteers, keeps members up-to-date on current mail or events, and is the key contact person and liaison for other church committees etc.
- Secretary notifies members of meetings, takes minutes of meetings, keeps records and does publicity when needed. This position is optional if the Chair takes on these duties.
- Other Potential Positions(which may be filled from within or outside the committee):
- Missions Conference Coordinator organizes the mission conference.
- Local Missions Coordinator organizes those activities and projects which involve local outreach and is the source of information for church groups looking for opportunities to minister in this area.
- Foreign Missions Coordinator organizes the activities and projects involving outreach away from St. Andrew's and region and is a source of information to church groups looking for opportunities in this area.
- Newsletter Coordinator gathers and reproduces correspondence from missionaries into booklet form on a quarterly basis and to include other news about missions and mission events at St. Andrew's.
Section C Responsibilities of Missions Committee
Subject to Session approval the committee will be responsible for:
C-1 Strategies Setting
Strategies, as contrasted with mandates, establish the specific items to be accomplished, when, and by whom. The Missions Committee will set strategies, both short-term and long-term, which are measurable and which may involve a step of faith. These are to be reviewed at least annually.
C-2 Developing Prayer Concerns
Recognize the importance to develop an increasing awareness of the absolute necessity of, and positive results from, intercessory prayer for world evangelization and for our missionaries.
C-3 to 10 Other
- Educate and inspire the congregation in the field of world missions.
- Identify, encourage, counsel, disciple, and commend candidates of the congregation for missionary service.
- Stimulate giving to missions by maintaining a keen awareness of missions in the church, indicating specific answers to prayer and continuing needs on the field and generally clarifying why the church financially supports the missions.
- Evaluate and update the missions program.
- Serve as a liaison between the church and its missionary endeavours.
- Interpret the church's Missionary policy to missionaries and agencies.
- Evaluate missionaries, sending agencies and other supported ministries.
- Missions Committee will report to each Session meeting.
Section D Financial Policy (Missions)
D-1 Preparation and Approval and Distribution of missions Budget
Each year the Missions Committee will recommend to Session a proposed budget in October. The Missions Committee will also consider suggestions from the congregation prior to preparing the budget.
The budget will reflect a balance between mission work at home, nationally and internationally in the following approximate percentages:
- 20%home and national
- 75% international
- 5% missions education, including mission conference.
D-2 to 7: Other
- The emphasis will be on supporting missionaries, but we will be open to the support of worthwhile agencies and projects.
- In deciding support, the committee will attempt to make sure that no more than 20% of all the money that an agency receives goes for administration purposes.
- If for any reason support of a given mission ceases, replacements and/or additions of alternate missions will be considered by the Committee, and recommended to Session for approval.
- Funds Shortage policy: The possibility of a shortage in the Missions budget will be referred to the Session for direction and may be accompanied by recommendation(s) from the Missions Committee.
- Surplus funds policy: The possibility of a surplus in the Missions budget will be referred to the Session for direction and may be accompanied by recommendation(s) from the Missions Committee.
- The Presbyterian Church in Canada:
Notwithstanding Articles D-1 to D-6, St. Andrew's is a congregation of the Presbyterian Church in Canada, and while no denomination is in itself the essence of the Church, it serves the worthwhile purpose of facilitating ministry at the local level and enabling the local church to participate in the wider work of Christ's mission in ways that are essential but otherwise impossible. This is realized as congregations across Canada share material and spiritual resources for the denomination's ministry at home and abroad.
We accept our responsibility to support the work of the Presbyterian Church in Canada through Presbyterian Sharing (the financial location requested annually from each congregation to assist in our denomination's ministry).
Each year the Missions Committee will receive and consider the requested allocation and make a recommendation to Session relative to previous commitments, the church's financial status, congregational support and other priorities that may arise from time to time.
D-8 Designated Givings
The following is St. Andrew's written policy with regard to designated funds. Designated Funds represent anything that is indicated on line five of our envelope where it says "other (please designate)" and there is a blank space to be filled in. Over time this has been used for a wide variety of things, such as:
- Salvation Army Christmas Hamper
- Tape Ministry
- Attendance at Urbana
- Pioneer Clubs
- Sunday School,
- Gideons
- Ladies Fellowship Circle,
- Carillon Bells
- D. V. B. S Ministry,
- Purchase Hymn Books
- Summer Youth Ministry,
- In Memoriam Gifts
- Audio Visual Equipment
- Special Mission Projects
- Shantyman Native Children's Camp
- Somalia Relief
- Celebration Presbyterian Church
- Rwanda Relief
- Funds designated to the missions and missionaries approved by Session.
- No new designation is accepted or processed without first being presented to Session for approval.
- Special gifts will be subject to St. Andrew's policy for issuing receipts.
Section E Missionary Policies
E-1 Missionary Recruitment from Congregation
In developing people from our own congregation to serve in the mission field, the committee will:
- Have church leadership pray for God to raise up people.
- Specifically be on the lookout for people with promise.
- Explore ad hoc programs to identify young people with missions talents.
- Make appropriate literature available to help the person discern his or her call.
- Look to the discernment of mature church leadership to identify and confirm the calling and gifts of young people and others for mission service.
- Offer counselling and guidance through the critical years of deciding on a missions calling.
- Consider opportunities for the Minister/staff to visit mission fields.
- Seek to fulfill the Great Commission.
E-2 Short-term or Ad Hoc Program
The committee will develop a program within the church for selecting candidates and matching them with selected short-term or ad hoc work projects. The following guidelines will be considered in selecting candidates:
- Proven responsibility in the church and consistency in Christian walk.
- A sincere interest in world missions as a possible career.
- Church membership.
- Parental support or approval, in cases of young persons.
- Interest and aptitude for short-term ministry.
E-3 Determining Missionaries to Support
The Missions Committee will recommend which missionaries the church should support. In evaluating candidates, the decisions will be prayerfully based on the following priorities and considerations;
- A deep burden to see people converted to Jesus Christ.
- A deep concern for people's most critical and urgent needs.
- Desire to unify and cooperate with Biblically committed Christians of different denominations and theological biases.
- The need for ministry in the area he or she will minister. Geographical area will not be a primary issue but rather the number and need of people to be reached and the concern for Jesus' emphasis on caring for the poor and oppressed.
- To pursue and to recommend qualified and well supervised agencies that strongly support indigenous missionaries.
- Personal criteria of candidate, including:
- previous effective service in a church;
- evidence of past commitment and dedication to following God's will;
- personal references or knowledge of candidate;
- having appropriate training or education;
- information or recommendation from the denominational source;
- discernment by the church of gifts and other qualifications for missionary work.
E-4 Selection Procedure
The selection procedure will include the following elements, but not necessarily in the order listed;
- a pre-selection interview by the missions Committee
- a pre-selection questionnaire or statement which provides:
- clear indication of conversion and call to ministry;
- doctrinal position of candidate
- understanding of the candidate's gifts, training, and calling and how these match the job he or she will be doing.
After approval for support, we would expect the candidate and his or her family, impossible or appropriate, to come to the church in order to reintroduced to the congregation.
E-5 Agency Approval
This church expects that:
- the sending agency will be capable and responsible for the day-to-day needs of the missionary and the details of carrying out the mission;
- it will receive status reports on all the missionaries it supports and the mission on at least an annual basis;
- it can be involved in the evaluation process with its missionaries, especially those that are heavily supported or who are members of the church;
- the agency will help in recruiting young people from the church and in inspiring members to greater devotion and support for missions;
- the Missions Committee will assess the accountability of the sending agency (Guidelines such as the CCCC Standards of Organizational Integrity and Accountability may assist in this process. ); and
- We do not support independent missionaries.
E-6 Amount of Support
As the Lord enables, the amount of support will be determined by the following schedule for the Agencies and Missionaries we support:
- We will contribute up to (, 000) per year toward the support of individual Canadian Missionaries. This amount is doubled for a couple (, 000)
- We will contribute up to (, 000) per year toward the support of individual Missionaries who were/are members of our local church and/or have developed close ties to this church. The amount may be doubled for a couple(, 000).
- The congregation in February 2005 decided to support Jon and Marilyn Fuller's appointment by O. M. F. to Singapore in the amount of , 000 per annum.
- We will contribute up to (, 000) per year toward the support of individual Christian national workers.
- The Committee will request from each sending agency a report on the financial support of each missionary, on an annual basis.
- Tent Makers (self-supporting missionaries as referenced in Acts 18:3 and I Thessalonians 2:9) St. Andrew's supports and agrees with the concept of tentmaker missions. Therefore, the Missions Committee will consider the financial support of individuals going out as tentmakers on a case-by-case basis.
- We will contribute toward selected Christian Agencies up to , 000 per year.
- Presbyterian Sharing the allocation will be reviewed as per Clause D-7.
- Discretionary Fund up to 5% of total mission budget will be provided.
NOTE: Missionaries now being supported by St. Andrew's may be receiving support in excess of the amount set by this policy. In such cases the amount of support is red-circled to be held at current levels until the amount of support set by the policy reaches that figure. This applies to the Crawford and Vasquez families.
Other policies in considering support:
- Support will begin when the missionary leaves for the field or for pre-assignment training as an accepted candidate.
- Re-evaluation for ending or continuing support will occur at natural interludes in the ministry, such as times of home assignment, or upon annual review of the Missions budget.
- Provisions for insurance and retirement are the responsibilities of the sponsoring mission agency or denomination.
- In regard to the education of missionary children, we expect this expense to be included in the estimate of total support needs, and consider this to be the responsibility of the sending agency or denomination.
- Support will be continued during home assignment, unless the re-evaluation process determines otherwise.
- We will continue to support the on-going education of our missionaries and as well the tuition costs may be considered by Session when appropriate.
- The Missions budget will not support education of anyone prior to work in the missions field.
E-7 Responsibilities of The Missionary to the Church
Because we feel the missionary experience should become a shared commitment and provide involvement personally for the whole congregation, we expect after voting support that the missionary be faithful in communication to the church. Correspondence with us regularly is critical to anon-going relationship.
Our primary concern for the home assignment experience is that is be a time of renewal. But regardless of amount of support we provide, we would expect the missionary to visit the church at least once during the home assignment in order to report on the work and share his or her needs at a time mutually agreeable.
Because the support is through the church, we discourage our missionaries from soliciting funds from individual church members separate from that designated in the church budget.
E-8 Visitation of Missionaries in the Field
The committee will encourage church members to visit the mission field.
E-9 Mission Conference
- The committee will organize an annual missions conference and/or special mission emphasis throughout the year. We will also be open to alternative possibilities of educating the congregation.
- Reasonable travel cost swill be considered for mission reps attending the conference. (This traditionally has been the standard mileage from Toronto. )
- Attempts will be made to provide billets for visitors as a means of allowing church members/adherents to gain personal knowledge of, and appreciation for, individual mission reps while offering hospitality.
St. Andrew's Presbyterian Church Parry Sound, Ontario
Copyright © 2006 St. Andrew's Electronic Ministries.
All rights reserved. Revised: Revised July 14, 2006.
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Leading With Care - Plan
Leading With Care: What is the Plan?
Phase I - Description
- Session will review the LWC policy and implement it.
- The Session will relate the LWC policy to the purpose or vision for St. Andrew's.
- The Session will list all types of ministries, adopt job descriptions, and evaluate the risk factors in all ministries. As an ongoing strategy, Session will look for ways to reduce risk factors.
- Session will examine safety and prevention and develop a safety policy for the facilities including fire procedures, transportation issues, off-site activities, overnight events, billeting procedures and health issues.
- Session will design a "covenant of care form".
- Session will pray for teachers or leaders and provide orientation and training.
Phase 2 -Orientation and Training
- Session(or designates) will recruit new leaders as needed and interview and train those who are currently leaders or teachers.
- All teachers or leaders will receive orientation/training regarding their roles.
- All teachers or leaders will sign a covenant of care form.
- teachers or leaders in high risk ministries must agree to a police records check.
- The Coordinator of Youth and Young Families, the Minister and the Session will provide on-going supervision and support for teachers or leaders. The designation of"Leading With Care elders" for each week of the month is part of this supervision and support.
Phase 3 - Ongoing Work of the Session
- Evaluate progress 2 or 3 times per year of the LWC process and report it to the full Session.
- Store covenant of care forms.
- Keep a record of having seen individual police record checks.
Other St. Andrew's Policies
In addition to the national church's policies of sexual abuse and harassment and leading with care, St. Andrew's has a number of policies which spell out in greater detail some specific guidelines and strategies for ensuring that all who worship, socialize and play here will be welcome, safe and secure. Specifically, the following policies address some of the issues we have already looked at in this workshop, and spell out in greater detail other expected procedures related to certain areas of ministry:
- Christian Nurture: Ushers
- Finance: Charity Guidelines
- Property: Emergency Plan
- Property: Facilities Usage
- Property :Kitchen Subcommittee
- Session: Volunteers Working Document
St. Andrew's Presbyterian Church Parry Sound, Ontario
Copyright © 2006 St. Andrew's Electronic Ministries.
All rights reserved. Revised: Revised July 14, 2006.
Leading With Care
Leading With Care Direction for Elders
- Prayer, Supervision and Assistance for Children, Youth and Vulnerable Adults
- Policy Awareness
- Prayer, Supervision and Assistance
- Visiting Children and Youth Groups
- Elders' Roles During an Evacuation
- Information Sheets for Elders, Teachers and Other Leaders
- Physical Contact
- Discipline of Children and Youths
- Washroom Procedures
- Suggestions for Reducing Risk
- Understanding child, youth or vulnerable Adult Abuse
- Reporting Abuse Based on Reasonable Grounds
- Allegations of Abuse
Prayer, Supervision and Assistance for Children, Youth and Vulnerable Adults
Policy Awareness
All teachers and leaders will be aware of the national church's Leading With Care Policy and procedures as well as its Sexual Harassment Policy and Procedures (PDF Format)which can be accessed on the church's web site. It is required that all leaders and teachers stay within the guidelines presented in these documents. If in doubt about the guidelines, the leader or teacher should ask the minister for advice, especially when planning or implementing any new or special activities (e. g. trips, overnight events, counselling situations).
Prayer, Supervision and Assistance
Session has established a schedule of supervision during church services for elders who will specifically pray for and check in on children's groups (including the nursery) at least twice during the service to ensure a climate of safety for children, youth and vulnerable adults, to ensure a climate of Christian compassion as Christ exhibited towards children, and to assist teachers and leaders if needed.
Visiting Children and Youth Groups
Group leaders can expect an occasional friendly visit from a session member at an event or group meeting held during the week. Elders listed above will time these brief visits for the week following their scheduled Sunday.
Elders' Roles During an Evacuation
During an evacuation, all elders will work in tandem with all ushers to direct people out the nearest exits, and the supervising elder for that church service along with the greeters/elders assigned to the sanctuary's side doors will have the primary responsibility of alerting the downstairs groups that an evacuation order has been given. These same elders, greeters and ushers will assist in evacuating the children from the downstairs.
Information Sheets for Elders, Teachers and Other Leaders
Physical Contact
It is essential to be careful regarding behaviour, language and physical contact when working with children, youth and vulnerable adults.
- Do not show favouritism when dealing with children, youth and vulnerable adults. Show a similar level of affection and kindness to all.
- Do not engage in or allow the telling of sexual jokes or behave in a way that promotes sexual exploitation of others.
- Provide clearly stated consequences for inappropriate behaviour. Stop inappropriate behaviour early.
- Be fair, consistent and reasonable, matching consequences to the age and ability of the child or youth. Do not use corporal punishment such as hitting, spanking or strapping.
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Appropriate and Inappropriate Touching
A touch can convey a multitude of positive messages and communicate care, comfort and love; however, it is important to distinguish between appropriate and inappropriate touching. It is also important to be aware of, and sensitive to, differences in interpretation to touching based on sex, culture or personal experience.
Some Examples of Appropriate Touching
- Love and care can usually be expressed in the following common sense ways:
- Holding or rocking an infant who is crying
- Affirming a participant with a pat on the hand, shoulder or back
- Bending down to the child's eye level and placing a hand gently on the child's hand or forearm
- Putting your arm around the shoulder of a person who needs comfort
- Taking a child's hand and leading him to an activity
- Holding hands for safety when changing locations
- Shaking a person's hand in greeting
- Holding a child gently by the hand or shoulder to keep his/her attention as you redirect behaviour
- Anointing a person with oil on the head
- Holding hands in a circle prayer or song
- Providing comfort with a wet, warm cloth
Some Examples of Inappropriate Touching
- Kissing a child, youth or vulnerable adult or coaxing them into kissing you
- Extended cuddling
- Tickling
- Piggyback rides
- Having others sit on your lap (except for babies and young toddlers)
- Touching anyone in any area covered by a bathing suit (except changing infant's diapers)
- Hand holding, except for the examples listed above
Stroking a child or youth's hair
Discipline of Children and Youths
The best approach to discipline of children and youth is thoughtful prevention. If a teacher or leader has prepared for teaching and leading, makes clear statements about expectations and provides an engaging program, discipline problems will be avoided or reduced. If, however, a child, youth or vulnerable adult's behaviour is unacceptable, these practices must be followed:
- Tell or remind the child, youth or vulnerable adult what is expected.
- If it is necessary to speak to a child, youth or vulnerable adult in private, move to a quiet place in view of others. Seek supervisory help if needed and if available.
- Do not discipline outside of view of others.
- Keep children, youth and vulnerable adults from harming themselves or others.
- If necessary, engage another adult to help you remove the child, youth or vulnerable adult from the situation to calm down.
- Provide a 'time-out' space for younger children to one side of the room until they are ready to rejoin the group. The 'time-out' should be no longer than one minute for each year of the child's age.
- Inform the parent or guardian of the problem and work cooperatively with them. They may have good ideas of how to deal with particular situations. Verbal correction must not become verbal abuse.
- Do not use corporal punishment (such as hitting, spanking or strapping) under any circumstances.
Washroom Procedures
Every group in The Presbyterian Church in Canada providing a program or ministry for children, youth and vulnerable adults must determine the washroom procedure that will be followed in that program or ministry. This is particularly critical with preschool children who must have help to use the washroom. Here are the guidelines for St. Andrew's:
- Ask parents of pre-school children to take the child to the washroom before class.
- Children under age six who need to go to the washroom should be accompanied by a teacher or leader who escorts the child to the washroom and checks the bathroom for safety.
- No adult or teen helper is ever to be in a closed washroom cubicle with a child.
- A volunteer or teen helper may stay behind with the remaining children.
- Children six and over may go to the washroom with a "buddy. "
- If there is an emergency bathroom situation, the parent or supervisor should be notified immediately.
- Vulnerable adults may need special bathroom aids such as assist bars, and so on. It may be necessary to ensure that cleanliness follows use.
Suggestions for Reducing Risk
The following are suggestions for enhancing safety and reducing risk. Elders should look for situations where these guidelines apply and remind teachers or leaders of the importance of implementing them. Elders should also bring any concerns to Session for follow-up.
- teachers or leaders should follow a two-person policy whenever possible, during any program, have at least two adults present.
- Require two volunteers or staff to transport children, youth or vulnerable adults in a church vehicle or in a volunteer's vehicle.
- Elders should visit frail seniors with a partner.
- When the two-person policy cannot be used, notify a parent before a proposed one-to-one contact with a child or youth (e. g. in a mentoring relationship) and ask permission to meet.
- Where the two-person policy cannot be used, require that one-to-one contacts between a volunteer or staff and child, youth or vulnerable adult take place in a public area either inside or outside the church where both people can be seen by others.
- The top-half of the nursery door should be kept open.
- teachers or leaders should always leave the classroom door open or ajar.
Understanding child, youth or vulnerable Adult Abuse
St. Andrew's has zero tolerance for abuse in any form. This includes abuse that happens to a child, youth or vulnerable adult by a church staff member or volunteer. There is also a need for adults in the church to be sensitive to incidents of abuse that may be happening in the home or social life of a child, youth or vulnerable adult.
Reporting Abuse Based on Reasonable Grounds
Any person who has reasonable grounds to suspect that a child, youth or vulnerable adult is or may be in need of protection must report the suspicion to the Children's Aid society (746-9354) or to the police (1-888-310-1122). (Giving the report of abuse to the minister or another adult leader does not relieve that teacher or leader of the responsibility to report the abuse. )
Allegations of Abuse
Clergy and other professionals have special responsibility to report allegations of abuse. A teacher or leader who hears an allegation of abuse should confide this to a member of the clergy because a minister is the executive of the presbytery in the congregation and, as such, needs to know immediately what is going on in his congregation. If there is a report of abuse to a teacher or leader, that person would tell the minister and tog they would inform the appropriate authorities. If the person complained about is the minister, the appropriate contact would be the Clerk of Presbytery whose contact information can be obtained from the Clerk of Session or the Church Secretary. The other option is to contact The Presbyterian Church in Canada directly at 1-800-619-7301.
St. Andrew's Presbyterian Church Parry Sound, Ontario
Copyright © 2006 St. Andrew's Electronic Ministries.
All rights reserved. Revised: Revised July 14, 2006.
Keys
Property Keys 050906
- Procedures
- Persons Who May Require Master (SMAA) Keys
- Persons Who May Require AA1 Church Keys or a Key to the Emergency Side Door to the Library Area
- The following list gives some examples but is not all inclusive
- Key holder's commitment
- Original Policy - Apri l2, 2002
- Updated by Session - March 1, 2005 - Property Keys 050301
- Amended by Session - September 6, 2005 - Property Keys 050906
Purposes
- To ensure the best levels of security for St. Andrew's Church facilities and property.
- To outline procedures for security of church keys.
- To outline and emphasize the responsibilities undertaken by key holders.
Procedures
- All persons opening the church will be responsible for ensuring that all exits are locked and all lights are turned off when they leave the building.
- All security concerns shall be reported to the Secretary and/or the Church Security Officer as soon as possible.
- Individuals who have a key for the Church accept responsibility for their share of the security of the building and agree to follow the procedures described below to maintain control of the key entrusted to them.
- A copy of the Policy and Procedure will be given to everyone who receives a key.
- There are three types of keys available for the St. Andrew's exterior doors and two interior doors.
- AA1 - opens all exterior doors
- SMAA - opens all exterior doors plus the Minister and Secretary's offices. . This key is often called a "master".
- A separate key opens the new emergency side door to the library area.
- All keys will be numbered by type and will also have sequential numbers for traceability.
- Keys will only be issued by the church Secretary who will keep records of all keys issued. The secretary will determine if a person fits within an approved category for receiving a key (see below); if not apparent, a request for approval should be referred to the Property Committee and/or the session as appropriate.
- With the exception of those individuals who require access to one or both of the two offices, any keys issued will be the AA1 type.
- Whenever a key is issued a record will be made of the type of key, to whom it is issued and the date, and the individual receiving the key will sign for it.
- If a key is no longer required it will be returned to the Church Secretary who will update and initial the record sheet for keys to confirm the return.
- Keys should not be loaned to others; however, realistically, circumstances may require occasional key loans. Under no circumstances are keys to be given permanently to another individual by the person to whom the key was originally issued. Such loans of a key should be for a time period no longer than 24 hours.
- In every case where a key is temporarily loaned to another person, the official holder of the key remains responsible for the key and for the actions of the person who has the key.
- If a key is lost or misplaced, the Secretary is to be notified as soon as possible and a note will be made in the records and the Church Security Officer will be notified.
- An annual review of the list of key holders will be completed in August or September of each year by the Secretary and the Church Security Officer to determine the status of keys and which keys should be returned. A report will be made to the Property Committee with recommendations for approval and action.
Persons Who May Require Master (SMAA) Keys
- Minister(2 keys by request) Clerk Secretary
- Chair of Property Committee Custodian Treasurer
- Church Security Officer Envelope Secretary Choir Director
- Young Families and Youth Ministries Coordinator
- Church Electrical/Wiring Maintenance Person
Persons Who May Require AA1 Church Keys or a Key to the Emergency Side Door to the Library Area:
- Choir Director, Pianist and Organist
- Church Committee, Subcommittee or Ad Hoc Committee Chair
- Church Property Committee Members
- Church Security Team Member(s)
- The Church Security Officer will recommend the names for keys.
- Leader of a Church Group or Activity
The following list gives some examples but is not all inclusive:
- Church Decorating; Elevation; Faith Celebration; Friendship Supper;
- Friendship Tea/Ladies Fellowship; KFC/TECh; Nursery;
- Prayer Fellowship; Promiseland; St. Andrew's Men (SAM).
- Leader of an Outside Group that Meets at the Church
The following list gives some examples but is not all inclusive:
- AA; Al-Anon; Georgian Youth; Men's Prayer Group (PSPT); Pre-Natal Group.
- Representative of a Specific Helping Organization
- The following list gives some examples but is not all inclusive:
- Fire Department; Funeral Homes; Parry Sound Power.
- Sunday Morning Church Key.
Key holder's commitment
If you are the holder of a key to St. Andrew's Church, please sign this agreement saying that you have read the policy and procedures and agree to abide by them.
Name of Key holder (Print)______________________________________________________
Leader's Phone #________________________________________
I have received an ___AA key OR an ____ AA1 key to St. Andrew's Church
Signature of agreement____________________________
Date ________________________________
St. Andrew's Presbyterian Church Parry Sound, Ontario
Copyright © 2006 St. Andrew's Electronic Ministries.
All rights reserved. Revised: Revised July 14, 2006.
Impressions Committee
Discipleship - Impressions Committee Mandate 060601
Preamble
"We are a welcoming family of believers in Jesus Christ sharing the love of God"
Welcoming and sharing are both intimately linked to the ability of Saint Andrews to foster the positive interaction of members and guests. Positive interactions are given birth by the experience of first impressions. Positive, quality communication is the source of appositive first impression. Quality communication is a prime component of church growth and evangelism.
Committee Role
The Impressions Committee will assist the staff, session, committee and congregation in promoting the worship of God and the fellowship of believers (Acts 2:42) and to provide leadership and oversight for communications and the impression they create within and outside the church. It will apply advice, expertise and production skill to both internal and external communication for the church in order to increase visibility, attendance and participation in the day-to-day life of the congregation.
The committee will:
- provide advice and expertise, under the guidance of the moderator, to allotter Church Committees, clergy and staff as required regarding
- Identification of communication audiences paying special attention to members and guests
- Design of messages to those audiences
- Identification of the most effective media and approaches for communicating messages to those audiences
- Media presentations and electronic communications
- Supporting individual member access to church information
- Enhance Sunday communications
- Encourage the use of volunteers in the creation and distribution of effective media.
- Committee members will create, produce and maintain a number of communication media, including
- St. Andrews Website
- Various brochures, booklets newsletters etc. as required by St. Andrews Committees, staff and clergy.
- The Church Newsletter, The Soundings, at least quarterly
- The Committee will establish and maintain contacts with various media outlets in order to
- Improve Saint Andrews community profile
- Publicize activities of the Church such as
- Worship options
- Music programs
- Youth activities
- Educational opportunities
- Seniors Services
- Community Service Etc
Relationship to Session
This Committee will keep the Session informed of happenings in the different areas under its mandate through the Discipleship Committee.
- Provide monthly updates to the Session meetings.
- Regularly update the congregation and encourage involvement.
St. Andrew's Presbyterian Church Parry Sound, Ontario
Copyright © 2006 St. Andrew's Electronic Ministries.
All rights reserved. Revised: Revised July 14, 2006.
Kitchen Subcommittee
Property Kitchen Subcommittee 050201
- Adopted by Session -February 1, 2005 - Property Kitchen Subcommittee 050201
Members
The members and Chair of this subcommittee will be appointed by the Property Committee. At least one member should be from the Property Committee.
If possible, the membership should also have representatives of the groups who use the kitchen facilities on a regular basis, and to that end, the property committee should extend invitations periodically for groups to nominate one of their own to this committee (if they are not represented at any particular time).
This committee has the option of inviting other persons to its meeting(s) if such persons can provide information and/or expertise that will assist the committee in its work; however, such invited guests are not voting members of the committee.
Mandate
To provide oversight to all issues related to the maintenance and usage of the Kitchen facilities. This subcommittee's mandate is to support and complement the work of groups such as the Women's Fellowship and the Friendship Suppers by ensuring that the church's kitchen facilities are in good working order, are meeting high health standards, and are used according to clear guidelines.
Functional Responsibilities
Monitor the usage of the kitchen to ensure that health requirements are being met.
Interface with the Property Committee of Session regarding any needs or changes that should be made either to the processes being followed, equipment being used, or physical plant alterations and such other sundry issues that may have an effect on the operation of the Kitchens for various ministries.
Receive, assess and act (with the approval of the Property Committee) upon proposals regarding the operation of the kitchen.
It is not envisioned that this subcommittee will become involved in any of the day-to-day operations of the Kitchen but will provide a forum for the timely assessment, authorization and execution of matters they deem helpful to maintaining the ministries related to the proper functioning of the kitchen facilities.
Authority and Responsibility
Any issue related to the maintenance or alteration of the physical plant, equipment and/or the processes of the Kitchen facilities must be reviewed by this committee who will then make recommendations to the Property Committee for action.
Once this subcommittee has assessed the need for change it will consult with the Property Committee regarding financial and ministry feasibilities on any item that it feels should be implemented. If the Property Committee and the Session concur with the proposed initiative, and if the funds are available, the subcommittee will be charged with the responsibility of carrying out the initiative.
St. Andrew's Presbyterian Church Parry Sound, Ontario
Copyright © 2006 St. Andrew's Electronic Ministries.
All rights reserved. Revised: Revised July 14, 2006.
Charity Guidelines
Finance Charity Guidelines 050301
(Ministry that is spiritually and practically minded in overseeing the collection and distribution of finances)
(Approved by Session - March 1, 2005 - Finance Charity Guidelines 050301)
- Receipts and Disbursements
- Rationale
- Receipts
- Definition of a Gift
- Conditions under which the Church will Issue Receipts
- Obligations of a Registered Charity
- Factors which will Disqualify an Organization from Registration
- Qualifications for Registration with Canada Customs and Revenue Agency
- Eligible Disbursements
- Documentation
- Annual Budget
- Required Signatures
- Salaries and Missions
- Regular Expenditures
- Benevolent Fund
- Security for Important Documents and Files
Receipts and Disbursements
1. 0 Rationale
The rationale of this guideline is to outline the rules that all persons within St. Andrew's must follow in regard to receipts of gifts and gifts-in-kind as well as clearly defined procedures that must be followed with regard to the disbursement of funds. In addition, as necessary, any further guidelines of the Presbyterian Church in Canada pertaining to receipts and disbursements will be considered and possibly incorporated into future versions of this document.
2. 0 Receipts
Receipts of a registered charity come in the form of gifts, gifts from other charities, interest and investment income and other income. The source of revenue of a gift may qualify for the issuance of a charitable income tax receipt by the church.
Acceptance of charitable donations from individuals or organizations will be at the discretion of the Session.
3. 0 Definition of a Gift
A gift is a voluntary transfer of property for which the donor receives or expects nothing in return. A contribution of services (i. e. time, skills, and effort) does not qualify as a gift, since services are not property.
To qualify as a gift, all three of the following conditions must be met:
- A donor must have transferred property, either in the form of cash or a gift-in-kind to the church. The gift must be deposited to the accounts of the church, or, in the case of a gift-in-kind, there would be an exchange of cheques.
-
A gift-in-kind involves property other than cash, such as computers, musical instruments, etc., to establish the value of a gift-in-kind the donor will have to get an estimate of fair market value of the item on the date it was given. The generally accepted meaning of fair market value is the highest price that the property would bring in an open and unrestricted market between a willing buyer and a willing seller who are knowledgeable, informed and prudent, and who are acting independently of each other.
- The property is given voluntarily. The donor must not be obliged to part with the property (e. g. , as the result of a larger contract or a court order); and
- The donor is transferring the property to the charity without expecting anything in return. No benefit of any kind may be provided to the donor or to anyone designated by the donor as a result of the gift. However donations subject to a general direction from the donor that the gift be used in a particular program operated by the charity are acceptable, provided that no benefit accrues to the donor, and that decisions regarding utilization of the donation within a program rest with the Session.
4. 0 Conditions under which the Church will Issue Receipts
- The church will issue official receipts only for funds that it will itself be responsible for spending or allocating under its programs of religious services, missionary endeavours and related activities.
- The church will not give a tax receipt to donors who ask that their gift benefit a specific person or family, or to a particular program if the donor, or anyone not dealing with the donor at arm's length, receives a benefit; however, it is acceptable to designate support to persons, families or programs through a mission agency. The basic rule is that the gift should not result in a specific benefit either to the donor or to a person in whom the donor has a purely private or personal interest.
- The church cannot return a donor's gift that has already been receipted. Once the transfer is made, the charity's governing documents oblige it to use the gift in carrying out its charitable purposes.
In order that the church issue charitable receipts the following conditions must be met with regard to each respective gift:
- The gift must ultimately be received by the church. The gift maybe in the form of cash or be a gift-in-kind but must be deposited into the accounts of the church, or, in the case of a gift-in-kind, there would be an exchange of cheques. This is specific to charitable donations received and managed by a committee or group within the church. For example, if monies were designated for the Ladies's Fellowship Circle, they must be forwarded to the church Treasurer for deposit, at which time, the Treasurer would then write a cheque to the Ladies's Fellowship Circle, and official donation receipts would be issued to all respective donors.
- It is important to note that the church Treasurer and/or Envelope Secretary are solely responsible for the maintaining and recording of charitable donation receipts as well as the necessary books and records to support the church's charity status subject to Canada Customs and Revenue Agency's compliance requirements.
- For gifts-in-kind donations of non-cash property, in order for the church to be able to issue an official donation receipt, an appraisal of the donated property or a sales slip or proper invoice must accompany the request for receipt. An independent third party dealing at arm's length with the church should provide the appraisal. The donor should bear any cost of obtaining an appraisal. In the case of a gift-in-kind, there would be an exchange of cheques.
- Donations subject to a general direction from the donor that the gift be used in a particular program operated by the church are acceptable, provided that no benefit accrues to the donor, and that decisions regarding utilization of the donation within a program rest with the Session. Receipts will be issued for specific-purpose fund-raising approved by the Session upon receipt of the donations or proceeds; however, any receipts would be written only for amounts over and above the reasonable/requested cost of the service or product.
- Donations of services such as time and effort is not a transfer of property. However, a charity can pay an individual and later accept the voluntary return of all, or part of, the payment as a donation. In this situation, the church can issue an official receipt, but the donor has to declare this income when filing an income tax return.
5. 0 Obligations of a Registered Charity
A charity must:
- Devote its resources to charity;
- Continue to meet the other requirements of registration; and
- File Form T3010, Registered Charity Information Return, within six months of the organization's year-end.
Failure to meet the above obligations could result in the church losing its registered status which will disallow it to issue official receipts for gifts received as well as lose its exemption from paying income tax under Part I of the Income Tax Act.
6. 0 Factors which will Disqualify an Organization from Registration
The following are factors that could disqualify an organization from maintaining its charitable status:
- No part of a registered charity's income can be payable or otherwise available to personally benefit any member, trustee, or settlor of the charity.
- Participate in any partisan political activities;
- Issuance of receipts containing false information;
- Failure to file the annual T3010 Information Return;
7. 0 Qualifications for Registration with Canada Customs and Revenue Agency
To qualify for registration, St. Andrew's operates for charitable purposes and must devote its resources to religious, missionary, and related activities.
8. 0 Eligible Disbursements
Ultimately the registered charity receives receipts of income in the form of gifts as well as interest and investment income. It will utilize these resources in fulfilling its charitable purposes. The Income Tax Act requires a registered charity to spend a specified amount, called the , disbursement quota, on direct program activities. The charity must use its resources for charitable purposes.
9. 0 Documentation
It is of utmost importance that the church maintains adequate documentation of all disbursements to prove compliance to Canada Customs and Revenue Agency in the event of an audit.
Annual Budget
The Session will receive budget requests from the six committees of the church and will finalize a budget proposal for consideration and approval by the congregation at its annual meeting, with the exception of the matter of salaries which will be reported to the congregation for information only. Once the budget is accepted, committees and individuals are authorized to operate within the guidelines of the budget and with the required signatures.
Required Signatures
Individuals requesting purchases or expenditures will provide a signed, written request to the Chair of the appropriate committee of the church. Th Chair will ensure that monies are available within the committee's budget for the request and indicate authorization by signing the request and forwarding it to the Treasurer or designate (who may be the Church Secretary).
Salaries and Missions
Specific disbursements for salaries and missions will be forwarded by the Treasurer under guidelines established by the congregation and/or the Session.
Regular Expenditures
Regular expenditures such as for fuel, power, insurance, phones, custodial supplies, stationery, etc. will be paid by the Treasurer within the budgets approved for those purposes without the need for additional signatures or approvals.
Benevolent Fund
Expenditures require two signatures, one being the Minister's and the second being either the Clerk's or that of another member of the Session.
10.0 Security for Important Documents and Files
- Procedures that ensure the accuracy and confidentiality of the church's record of giving are paramount. Provision will also be made for the security of, and approved access to, financial documents at the church in proper file storage facilities.